This policy explains what personal data My Property Accountant collects, why we collect it, who we share it with, and the rights you have over it. It applies to this website and to the accounting services we provide.
Who we are
My Property Accountant is the data controller for the personal data described in this policy. We are MY PROPERTY ACCOUNTANT LTD, a company registered in England and Wales.
Our registered office is 71-75 Shelton Street, London, England, WC2H 9JQ. Our trading address, and the address for correspondence about your data, is 5 Merchant Sq, London W2 1AS.
You can contact us about anything in this policy by email at info@mypropertyaccountant.co.uk.
The law this policy operates under
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Where this policy refers to your rights, those are the rights those laws give you.
The personal data we collect
We collect only what we need to answer your enquiry and, if you become a client, to provide accounting services.
- Contact details you give us: your name, email address, telephone number and the details of your enquiry.
- Booking information when you arrange a call with us, including the date, time and anything you add to the booking form.
- Client information, where you engage us: financial records, property and tax information, and identification documents we are required to collect.
- Technical information collected automatically when you visit the website, such as your IP address, browser type, the pages you viewed and how you reached us.
We do not ask for special category data, and you should not send it to us unless we have specifically requested it for a defined purpose.
Why we process it, and our lawful basis
- To respond to your enquiry and arrange a consultation. Lawful basis: legitimate interests, namely dealing with people who contact us.
- To provide accounting and tax services once you engage us. Lawful basis: performance of a contract.
- To meet our legal and regulatory obligations, including anti-money laundering identity checks and record keeping. Lawful basis: legal obligation.
- To keep the website secure and understand how it is used. Lawful basis: legitimate interests, namely running a functioning website.
We do not sell your personal data, and we do not use it for automated decision making or profiling.
Who we share it with
We use a small number of service providers who process personal data on our behalf. Each is bound to use it only on our instructions.
- Calendly, which handles consultation bookings. It receives the name, email address and any details you enter when booking, together with information about which page you came from so we know which guide prompted the enquiry.
- Vercel, which hosts this website and processes technical data such as IP addresses in its server logs.
- Our accounting, document and email systems, used to deliver services to clients.
- HMRC and Companies House, where we file on your behalf as your agent.
We may also disclose personal data where we are required to by law, by a regulator, or by a court.
Cookies, analytics and advertising
Cookies that are strictly necessary for the site to work are always set. Everything else is set only if you agree, and nothing non-essential is loaded before you make a choice.
When you first visit, a banner asks whether you consent to two separate things:
- Analytics. Google Analytics 4, which tells us how many people visit, which pages they read, and whether they go on to book a call. Your IP address is anonymised.
- Advertising. The Meta pixel, which lets us measure and target advertising on Facebook and Instagram. This shares the fact of your visit, and which pages you viewed, with Meta Platforms Ireland Limited. Meta acts as an independent controller for that data.
If you refuse, or make no choice, no analytics or advertising cookies are stored and the Meta pixel is not loaded at all. Google Analytics operates in a cookieless mode in which no identifier is stored on your device.
If your browser sends a Global Privacy Control or Do Not Track signal, we treat that as a refusal and do not ask again.
Changing your mind. You can withdraw or change your consent at any time, as easily as you gave it, using the control. You can also clear cookies in your browser.
Our lawful basis for analytics and advertising cookies is your consent. The lawful basis for strictly necessary cookies is our legitimate interest in providing a working website.
The Calendly booking widget sets its own cookies when you use it, because the booking will not work without them. Calendly acts as our processor for the booking itself. Blocking cookies entirely may stop the booking form working.
How long we keep it
- Enquiries that do not become engagements: up to 12 months, then deleted.
- Client records: at least six years after the end of the engagement, because tax and company law requires us to keep them.
- Identity verification records: five years after the end of the business relationship, as anti-money laundering rules require.
- Website technical logs: a short period, typically no more than 12 months.
Where your data is held
Your data is normally held within the UK or the European Economic Area. Some of our service providers are based outside the UK. Where data is transferred outside the UK, we rely on an adequacy decision or on standard contractual clauses approved for use in the UK, so that your data keeps the same protection.
Your rights
Under the UK GDPR you have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct data that is wrong or incomplete
- ask us to delete data, where we are not required to keep it
- ask us to restrict how we use it, or object to us using it
- ask us to transfer it to another provider, where that applies
- withdraw consent at any time, where we relied on consent
To exercise any of these, email info@mypropertyaccountant.co.uk. We will respond within one month. There is no charge in normal circumstances.
Complaining to the ICO
If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office, which is the UK supervisory authority for data protection. The ICO can be contacted through its website at ico.org.uk, by telephone on 0303 123 1113, or by post at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Security
We take reasonable technical and organisational measures to protect personal data, including access controls, encryption in transit and restricting access to client information to those who need it. No transmission over the internet is completely secure, so we cannot guarantee absolute security.
Children
Our services are provided to adults and businesses. We do not knowingly collect personal data from anyone under 13. If you believe a child has given us personal data, contact us and we will delete it.
Other websites
Where this website links to another site, that site has its own privacy policy and we are not responsible for it. Please read it before providing any personal data.
Changes to this policy
We may update this policy. Any changes will appear on this page with a revised date. Where a change materially affects how we use your data, we will tell you.
Contact us
For anything relating to this policy or your personal data, email info@mypropertyaccountant.co.uk or write to us at 5 Merchant Sq, London W2 1AS.